Human Resources Administrative Assistant

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We're always looking for bright individuals to join our growing organization. As a part of the First Financial Family, we will invest in your development and provide a dynamic work environment where you're challenged, valued and empowered every day. We strive to be the best destination for the industry's top talent, creating a diverse, collaborative workplace that celebrates innovation and change. We are one team, working together to get things done.

Job Description:

OFFICE LOCATION:

Abilene, Texas, United States

SCOPE/RESPONSIBILITIES:

The incumbent provides comprehensive administrative support to all functional areas within the Human Resources department. This role requires frequent interaction with applicants, employees, managers, officers, and external partners through various communication channels including email, virtual messaging, video conferencing, telephone, and in-person. The incumbent works under close supervision with limited latitude. Moderate physical effort is required, including the movement of office and break room supplies. The role actively supports the organization's Customer Service First culture, adheres to established policies and procedures, and upholds the company's core values.

ESSENTIAL FUNCTIONS:

• Provides administrative support to the HR department and direct supervisor, assisting with a variety of tasks and projects.
• Manages incoming departmental phone calls, ensuring timely and accurate message delivery.
• Sorts and distributes internal and external mail and deliveries.
• Monitors the HR department's general email inbox, routing inquiries to appropriate team members.
• Maintains the HR department calendar, including holidays, events, deadlines, and department-wide activities.
• Processes departmental invoices using the company's expense and accounts payable systems.
• Generates and distributes routine reports; report types may vary based on business needs.
• Responds to general inquiries from employees and candidates regarding application status, payroll, benefits, and other HR-related topics, escalating as needed.
• Tracks and monitors the completion of the new employee 90-day review process.
• Administers the employee referral program, including verification and processing.
• Manages the Tuition Reimbursement Program, ensuring timely and accurate processing.
• Prepares reports, charts, graphs, and statistical summaries to support HR operations.
• Maintains employee records and documentation, including scanning and indexing files in accordance with established procedures.
• Assists with special projects and provides support to HR team members as directed.
• Assists and supports others on special assignments and projects as directed.
• Ensures common areas of the human resource department are maintained in an orderly and tidy fashion. Areas to include, conference rooms, printer/copier areas, common workstations, breakroom, and storage rooms.

• Assists New Employee Orientation program through ordering new employee nametags, name plates/placards, and bank polos.
• Administers employee tenure recognition efforts including creating anniversary certificates, allocating anniversary lapel pins, as well as printing and mailing employee anniversary cards.
• Ensures compliance with federal, state, and local employment laws and regulations, and company policies.
• Performs special projects, and performs other duties assigned at the direction of direct supervisor.
• Maintains and updates employee records in Workday, ensuring accuracy and completeness of general information. Coordinates with the help desk to verify that network data is consistent with HR systems.

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent required; associate degree or higher preferred.
• 2+ years of administrative experience, preferably in a human resources or corporate environment.
• Strong interpersonal and communication skills with a customer-focused approach.
• Proficiency in Microsoft Office Suite and familiarity with HRIS or document management systems.
• Ability to manage multiple tasks with attention to detail and accuracy.
• Excellent time management skills with a proven ability to meet deadlines.
• Demonstrated discretion and confidentiality in handling sensitive information.
• Proactive and independent with the ability to take initiative.
• Able to work independently within structured guidelines without direct oversight on every task.
• Must be able to lift to 30 pounds at a time.

The above statements reflect the general details considered necessary to decide the principal functions of the job identified and shall not be construed as a detailed description of all work requirements that may be inherent in the job.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)